Inquiry letter and replying inquiry letter
Nama : Yunita Eka Putri Wulandari
Npm : 29113604
Kelas : 4KB02
Tugas Bahasa Inggris 1
Sample Replying Enquiry Letters
Npm : 29113604
Kelas : 4KB02
Tugas Bahasa Inggris 1
THEORY OF INQUIRY LETTER
An enquiry letter should clearly state what the information
required is. If the buyer has a particular article or service in mind, he
should spell it out clearly. The letter should have clarity. It should also be
complete. All details regarding the product, its quality, price, the quantity
that can be supplied, the mode of despatch its cost etc., should be enquired
into. Sometimes, the potential buyer may not have any idea on the purchase that
he intends to make. The technical features that will satisfy his requirement
may not be familiar to the writer. Then the buyer should clearly state the
service that he expects from product and request the recipient to suggest
alternatives that will provide the required service. The buyer should word the
letter cautiously so that the seller, under some misperception, does not treat
it as an order. He should indicate at the beginning itself that it is just an
enquiry.
Examples:
a) We will be glad if you can send us the catalogue /
brochure / price list….
b) We require some information on…
c) We are planning to buy……
d) Please provide us with information on…
Some of the above beginnings act as a caution to he receiver
and will prevent hasty conclusions that it is a firm offer to buy. So, an
enquiry letter should be drafted carefully so that it is not misunderstood. The
concluding portion of an enquiry letter should clearly state that the buyer is
seeking only information on the product / service available with the seller in
unmistakable terms. Te letter should also imply that an order would follow if
terms are favourable.
Points to be Remembered while writing a letter of enquiry
a. Give a detailed account of the exact type of product /
service required. If the writer is not conversant with options available, he
should not hesitate to ask them from the seller / dealer.
b. Probable quantity required and the time-frame for the
supply of the product / service.
c. The seller’s terms on credit, discounts, transit,
packaging etc., should be enquired into.
d. Opening sentences to indicate the reasons for the enquiry.
e. Closing sentences to request an early reply for the
enquiry to be transformed into an order in future.
f. Care should be taken to prevent the recipient from
misconstruing the enquiry as an order in future.
Sample Inqury Letters
Street address
City, State ZIP code
Phone number
City, State ZIP code
Phone number
Date
Individual's name
Job title
Name of organization
Street address
City, State ZIP code
Job title
Name of organization
Street address
City, State ZIP code
Dear Mr./Ms. ________________________________:
I am writing to ask you to consider an addition to your
marketing team. Your organization has been in the news as a leader in the
industry. I am an innovator of new ideas, an excellent communicator with
buyers, and have a demonstrated history of marketing success. I believe I would
be a good fit in your organization.
Currently, I market computer products for a major supplier
using television, radio and news advertising. I have a reputation for seeing
every project through to success.
Enclosed is my resume for your review and consideration. EFTG
Industries has a reputation for excellence. I would like to use my talents to
market your quality line of technical products. I will call you to further
discuss your needs and how I could benefit your company. If you prefer, you may
reach me in the evenings at (555) 555-5555.
Thank you for your time. I look forward to meeting you.
Sincerely,
(Your Signature in blue or black ink)
Your typed name
Your typed name
Enclosure
THEORY OF REPLYING INQUIRY
Any
letter of enquiry to an organization should be responded to / replied promptly.
A prompt reply is the basic etiquette that an organization should follow.
Promptness should be assessed from the view point of sender of the enquiry. The
reply to an enquiry should have the courteous thanking feature, thanking the sender
for his interest. The reply to an enquiry should be so prompt and correct that
it should change a routine enquiry into a firm order. The reply should provide
all the answers to the questions in the enquiry letter. It should even answer
implied questions and unasked questions. The tone should be cheerful and the
information complete. Details of dates, price, quality and quantity etc.,
should be exact and correct. In short, the reply to an enquiry letter should
not give scope for the enquirer to ask for more clarifications and further
details. The reply should have a clinching effect.
Sample Replying Enquiry Letters
Everlong Batteries
171, Choi Hung Road
Hung Hom, Hong Kong
Tel/Fax 2245 3456
15 Dec 2016
Mr Harry Styles
Purchasing Officer
Fortune Goods
317 Orchard Road
Singapore
Dear Mr Harry
Enquiry about Batteries
Thank you for your letter of Friday, 11
December 2016 regarding making copies of the sample battery you sent us.
I have investigated the situation and
found that your specifications are exactly the same as the design of a
proprietary camera battery manufactured by a large Japanese electronics
company.
We feel that it would not be in our
interests to supply this type of battery.
However, I would like to thank you for
considering our company as your supplier.
I look forward to doing business with
your company in the future
Yours sincerely
Zayn Malik
Distributions Manager
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